Ability to re-assign tasks in workflow process

  • WMI_Forms_Admin
    Asked on January 6, 2025 at 5:23 PM

    Is there a way to take over and complete a task assigned to another?

  • Mafe_M JotForm Support
    Replied on January 6, 2025 at 6:19 PM

    Hi WMI_Forms_Admin,

    Thank you for reaching out to Jotform Support. I understand what you’d like to do, but I’ll need a bit of time to work out a solution. I’ll get back to you shortly.

    Thanks for your patience and understanding.


  • Mafe_M JotForm Support
    Replied on January 6, 2025 at 7:41 PM

    Hi WMI_Forms_Admin,

    Are you perhaps referring to the Reassign the task in your Approval flow? If so, you will need to turn on the Reassign option in the Approval flow. Let me show you how:

    1. In Approval Builder, click the Approval element and click the Gear icon to get to Approval Properties.

    2. Go to the Advanced tab, and toggle the slider to ON for the Reassign option.

    Ability to re assign tasks in workflow process Image 1 Screenshot 20

    In addition, keep in mind that the approver is required to log in to their Jotform account when reassigning the form because the reassign button is available on the Inbox page which requires you to log in.

    1. On the Approval Email that the first assignee will receive, he just needs to click the Go-to Inbox button.

    1665667016 63480fc8b5d6e Screenshot 10 Screenshot 10 Screenshot 31

    2. In the Jotform Inbox, under Action Required, you will now have the option to Reassign.

    How to reassign a form for approval to a new email without logging in? Image 2 Screenshot 51 Screenshot 21 Screenshot 42

    Keep us updated and let us know if you need any more help.

  • WMI_Forms_Admin
    Replied on January 6, 2025 at 11:41 PM

    No, I am not having an issue with the approval element.

    I am having an issue with the TASK element.

    I can take over an approval flow and complete it.

    I cannot compete a task element that is assigned to another email, ( Its my form and flow)


  • Sakib Enterprise Support
    Replied on January 6, 2025 at 11:52 PM

    Hi WMI_Forms_Admin,

    Let me look into it and get back to you with a solution.


  • Sakib Enterprise Support
    Replied on January 7, 2025 at 3:45 AM

    Hi WMI_Forms_Admin,

    While the feature you're looking for isn't available at Jotform right now, we've gone ahead and escalated your request to our developers. Exactly when or if it's developed depends on their workload, how viable it is, and how many other users also request it. If there are any updates, we’ll circle back to this thread and let you know.

    Thanks for your patience and understanding, we appreciate it.

    Ability to re assign tasks in workflow process Image 1 Screenshot 20

  • georgejames18
    Replied on February 13, 2025 at 2:55 AM

    I'm exploring a workflow where a task appears in multiple users’ inboxes simultaneously—as if it's in a shared queue—and then gets claimed by the first user who clicks on it. Once claimed, the task would automatically be assigned exclusively to that user and removed from everyone else’s inbox. Additionally, I’d like to include a “go back to queue” option at the task stage, in case the task needs to be returned to the pool.

    I considered using an approval element to simulate this behavior, but that approach requires duplicating the task for every potential assignee. This not only adds extra complexity to the workflow (with additional arrows and branches) but also isn’t scalable if the number of potential assignees grows.

    Is there a built-in or workaround method within Jotform Workflows to implement a single, dynamic task queue where:

    1. A single task is visible to multiple users with the ability to claim it.
    2. The first user to claim it becomes the sole assignee, and
    3. There's an option to return the task back to the queue if needed?

    Any guidance or alternative approaches would be greatly appreciated.


  • Joshua_T JotForm Support
    Replied on February 13, 2025 at 3:14 AM

    Hi WMI_Forms_Admin,

    For your other question, I moved it to a different thread to avoid confusion. You can find it here.

    Reach out again if you need any other help.